Add an enterprise keywords column to a list or library in SharePoint 2013

 

Add an enterprise keywords column to a list or library

1. Click Library Settings or List Settings on the ribbon for the library or list.
2. In the Permissions and Management column, click Enterprise Metadata and Keyword Settings.
3. On the settings page, in the Add Enterprise Keywords section, select the check box for Add an Enterprise Keywords column to this list and enable Keyword Synchronization.

 

Users add enterprise keywords to items on a SharePoint site so that they can use the keywords for tagging and to develop a folksonomy. Enterprise keywords are a good way to capture some of the knowledge of the people who use the content. To make it easy for users to add keywords, you can add a special enterprise keywords column to a list or library. Then, to add a keyword to an item, users just select the item and enter the word or phrase they want in the item properties.

Tags van Technorati: Enterprise Keywords,managed metadata,columns,SharePoint 2013

Set up metadata navigation for a list or library in SharePoint 2013

You must have a least the Manage Lists permission level to set up metadata navigation for a list or library.

1. Go to the list or library for which you want to configure metadata navigation.
2. Click the List or Library tab of the ribbon, and then click List Settings or Library Settings.
3. Under General Settings, click Metadata navigation settings.

In the Configure Navigation Hierarchies section, select the field or fields that you want to display in the navigation hierarchy and then click Add.

4. By default, the navigation tree displays folders. If you do not want folders to display, select Folders, and then click Remove.
5. In the Configure Key Filters section, select the fields that you want to add as Key Filters, and then click Add.
6. In the Configure automatic column indexing for this list, specify whether you want to create indexes automatically on this list. This improves the performance of the queries that users perform when they use the navigation tree and Key Filter columns that you specified. It is recommended that you select the option Automatically manage column indices on this list.
7. Click OK.

 

Why use Metadata Navigation?

To make it easier for users to find content in large lists and libraries, you can set up metadata navigation. Metadata navigation enables users to filter and find content in lists and libraries by using a navigation tree. They can also apply Key Filters, which work in combination with the navigation tree to refine the list of items that display.

When you set up metadata navigation, you can determine which columns from the library appear in the tree, and you can specify Key Filters. The following illustration shows a simple navigation tree that is based on content type.

 

Tags van Technorati: Metadata Navigation,Key Filters,managed metadata,SharePoint 2013,Lists,Libraries

Create a managed metadata column in SharePoint 2013

IMPORTANT    You must be a Site Collection Administrator to create or configure site columns. You must have the Manage Lists permission level to create columns for lists or libraries. By default, site owners have Manage Lists permission.

1. You can create column for managed metadata column for lists and libraries, or you can create a site column. Create the column by choosing one of the following procedures:

• Create a site column.

To create a site column for managed metadata, follow these steps:

1. On the Home page, select Site Contents.
2. On the Site Contents page, click Settings.
3. Under Web Designer Galleries, click Site columns.
4. On the Site Column page, click Create.
5. On the New Site Column page, in the Name and Type section, type the name of the column

• Create list or library column.

To create a managed metadata column for a list or library, follow these steps:

1. Go to the list or library where you want to create the column.
2. On the List or Library tab of the ribbon, click List Settings or Library Settings, as appropriate.
3. In the Columns section, click Create Column.
4. On the Create Column page, in the Name and Type section, type the name of the column.

2. In The type of information in this column is section, choose managed metadata.
3. In the Group section, select a group for the column or create a group for it.
4. In the Additional Column Settings section, type a description and specify whether the value is required. You can also specify whether you want to enforce unique values for the column.
5. In the Multiple Value field section, specify whether you want to allow multiple values in the column.

   IMPORTANT    If you allow multiple values in the column, users won’t be able to sort on this column.

6. In the Display format section, specify whether to display only the term label, or to display the term and its full path in the term set hierarchy.
7. In the Term Set Settings section, do one of the following:

• To use an existing term set, select Use a managed term set, and then search or browse for the name of the term set. After you select the term set name, you can specify whether to allow users to fill-in values, and set a default value for the column.
• To create a term set for this column, select Customize your term set, and type a description for the term set. Then, click Edit Using Term Set Manager.

Click OK.

 

A managed metadata column lets you control the information that people can enter into a column. Users select the terms or phrases that they enter in the column from a pre-defined set of managed terms.

The following illustration shows how this works. The document library in the illustration has a managed metadata column called “Discover ECM”. To enter values in the column, a user edits the properties for an item in the library (in this case, the item is a spreadsheet). The name of the managed metadata column, Discover ECM, is the label for a field on the properties page. To see a list of terms, users just click the tags icon.

When you set up a managed metadata column, you can use an existing term set, or you can add a term set specifically for this purpose.

 

Tags van Technorati: Managed Metadata,SharePoint 2013,Term Set

Create a Managed Metadata column in SharePoint 2010

 

Create a managed metadata column that maps to an existing term set or term

You must be a Site Collection Administrator to create or configure site columns. You must have the Manage Lists permission level to create columns for lists or libraries. Site owners have this permission by default.

1. On the New Site Column or Create Column page (depending on which type of column you’re creating) in the Name and Type section, type the name you want the column to have.
2. Under The type of information in this column is, click Managed Metadata.
3. In the Group section, select or create the group in which you want to organize the column.
4. In the Additional Column Settings section, type a description and specify whether or not you want to require users to provide a value for this column. You can also specify whether you want to enforce unique values for the column.
5. If you are adding a column to a list or library, then you may be able to specify whether you want to add this new Managed Metadata column to all content types for the list or library (if multiple content types are enabled for the library). You can also specify whether you want to add this column to the default view for the list or library.
6. In the Multiple Value field section, specify whether you want to allow multiple values in the column. If you allow multiple values, users will not be able to sort on this column in list views.
7. In the Display format section, specify whether you want the column to display only the term label, or the term and its full path in the hierarchy of the term set.
   It can be helpful to display the full hierarchical path in situations where the context for the term itself might be unclear.
8. In the Term Set Settings section, select Use a managed term set, and then do one of the following:

• To search for a term set that contains the terms you want to use, type the name of a term and click the Find button. You can select the term set or term that you want from the results that display in the box. If you want to search again, click the Reset button.

• To browse for the term set or term that you want to map to this column, click the arrow to the left of the Managed Metadata Service application that displays in the box to expand it and browse for the term set you want. Continue to expand nodes until you find the term set or term you want. Click it to select the term set or term.

9. In the Allow Fill-in section, specify whether you want to be able to allow users to add new values to the term set. If the term set you select is closed, you will not be able to allow Fill-in.

9. In the Default Value section, you can optionally specify the term you want to use as the default value for the column. You can type the term, or you can click the Tags icon to browse for the term using the term picker.
10. Click OK.

Create a new Managed Metadata column with a new term set

If there is not an existing term set that you want to use, you can also create a new term set for a new Managed Metadata column. The term set that you create will be a “local” term set that can be used only within the site collection where you create it. Any terms that you add to a local term set will not be offered as suggestions in Enterprise Keywords columns (unlike terms in global term sets).

You must be a Site Collection Administrator to create or configure site columns. You must have the Manage Lists permission level to create columns for lists or libraries. Site owners have this permission by default.

1. On the New Site Column or Create Column page (depending on which type of column you’re creating) in the Name and Type section, type the name you want the column to have.
2. Under The type of information in this column is, click Managed Metadata .
3. In the Additional Column Settings section, type a description for the column, and specify whether you want to require users to enter a value for the column. You can also specify whether you want to enforce unique values for the column.
4. If you are adding a column to a list or library, then you may also be able to specify whether you want to add this new Managed Metadata column to all content types for the list or library (if multiple content types are enabled for the library). You can also specify whether you want to add this column to the default view for the list or library.
5. In the Multiple Value field section, specify whether you want to allow multiple values in the column. If you allow multiple values, users will not be able to sort on this column in list views.
6. In the Display format section, specify whether you want the column to display only the term label, or the term and its full path in the hierarchy of the term set.
   It can be helpful to display the full hierarchical path in situations where the context for the term itself might be unclear.
7. In the Term Set Settings section, select Customize your term set, and then type a description for the term set.

1. Click Edit Using Term Set Manager, and then click OK when you are prompted to save your changes.
2. Follow the steps in the section Create and configure a new term set to set up the term set.

Create and configure a new term set

2. Click Save to save your property updates.
3. To add terms to the term set, point to the term set in the tree control on the left, click the arrow that appears, and then click Create Term, and then type the name you want for your term.
4. In the Properties pane, specify the following information about your new term:

5. Click Save
6. Repeat steps 3 -5 to add new terms.
7. To create sub-terms underneath terms, point to an individual term underneath which you want to nest another term, click the arrow that appears, and then click Create Term, and type the name you want for your term.
8. Repeat steps 4 and 5 to specify properties for your sub-terms (select the term you want to update first).
9. By default, terms within term sets are displayed in the default sort order for the language. If you want to specify a custom sort order so that terms appear in a consistent order, regardless of the language or changes to term labels, you can do that by selecting the term set in the tree control, and then clicking the Custom Sort tab on the right. Click Use custom sort order, and then use the lists boxes to arrange terms in the desired numerical order.

Benefits of using a Managed Metadata column

Managed Metadata columns promote the consistent use of metadata across sites because they provide users with a list of terms that they can apply to their content. These terms come from a term set that is managed centrally in the Term Store Management Tool by a Term Store Administrator or other individuals with permissions to manage terms.

Because this term set is updated and managed separately from the column itself, there is no need to update the column (or any content types, lists, or libraries associated with it) to make updated terms available to users. Whenever the term set that a specific Managed Metadata column is bound to is updated, the updated terms will automatically become available to users wherever that Managed Metadata column is available. This makes a Managed Metadata column very different from a Choice column, which would have to be updated every time you wanted to change the list of choice values a user could select.

Managed Metadata columns also have several unique features and characteristics that help users select and apply terms to content, such as support for “type-ahead,” as well as support for disambiguation of terms, descriptions, synonyms, and multi-lingual values.

Type-ahead, Disambiguation, Descriptions, Synonyms

When a the user begins typing a value into a Managed Metadata field, it displays all terms in the associated term set that begin with the characters the user has typed. The name of the term set and the term's position in the hierarchy can be indicated along with the term itself, which can help users select the appropriate term.

Users can move their pointer over suggested terms to see descriptive text to help them make appropriate decisions.

If synonyms have been specified for a term, users can enter those, and the correct term will be assigned.

Tree Picker

When users update a Managed Metadata column, they can type the value they want, or they can click the tags icon that displays next to the Managed Metadata field to launch the term picker dialog box, which they can use to select a value from within the hierarchy of the term set. This is useful to users who may not be familiar with the terms that are available. If the term set has been configured to be open, and the Managed Metadata column for it allows fill-in values, users may have the option to add a new term to the term set. Or they may simply have the option to send feedback to the designated contact for the term set.

Tags van Technorati: Managed metadata,Columns,SharePoint 2010

Columns in SharePoint 2010

 

How to create a new column

1. Select the List tab.
2. Click Create Column.
3. Name the column.
4. Select the type of information for this column. For example, choose Single line of text for Customer Name or Employee Address.
5. Choose any options you want under Additional Column Settings, and then click OK.

How to create a Lookup column

1. From inside your list, select the List tab.
2. Click Create Column and name the column.
3. Select Lookup (information already on this site).
4. Select a list on the Get information from drop-down menu, to pull data from that list.
5. If you want to pull more than one field from the list, specify that column under Add a column to show each of these additional fields, and then click OK

How to rename the title column

1. Click the List tab.
2. Click List Settings.
3. Click the Title column to edit it.
4. In the Column name box, type the new name for the column.
5. Choose any options under Additional Column Settings, and then click OK.

How to delete a column

1. From inside your list, select the List tab.
2. Click List Settings.
3. Click the name of a column, and then click Delete.

Tags van Technorati: Lookup Column,SharePoint 2010

Use Enhance Rich Text for a column

 

1. On the List tab, click Create Column.
2. Name the column, and then choose Multiple lines of text.
3. In the Additional Column Settings section, click Enhanced rich text, and then click OK.

Tags van Technorati: Columns,Lists

Add an Edit button to your rows

 

On the List tab, click Modify View.

In the Columns section, click the checkbox for Edit (linked to item), and then on  the right, change its position to 1.

Scroll to the bottom, and then click the OK button.

Tags van Technorati: Edit Button,Views,Columns